Devolution and Reconstitution April 9, 2019

1. Devolution and Reconstitution April 9, 2019

2. Presenter: • Robert Baldwin • State Recovery Planner • Kentucky Emergency Management

3. Devolution Defined • The capability to transfer statutory authority and responsibility for essential functions from an organization’s primary operating staff and facilities to another organization’s employees and facilities, and for them to sustain that operational capability for an extended period

4. When to Consider Devolution • When the alternate facility has been damaged or is not accessible • When agency staff is unable to relocate • As a temporary measure until the agency’s essential personnel assumes operations from a alternate facility

5. Common Devolution Issues • Ability to perform your organization’s essential functions from a devolution site • Identification and training of personnel to take over essential functions • Access to vital records needed to perform essential functions • Communication with partners and stakeholders • Availability of additional resources (funding, personnel, and equipment) to support devolution operations

6. Continuity and Devolution

7. Devolution Strategies • Long-term, catastrophic event. Regional or other offices are fully capable of performing agencies essential functions • Short-term strategy that consists of a planned, temporary transfer of essential functions to a devolution site until the primary continuity site is operational

8. Devolution Planning • Organizations should address the following elements in their devolution program: • Plans and procedures • Risk management • Budgeting and acquisitions • Essential functions • Orders of succession • Delegations of authority • Continuity communications • Essential records management • Human resources • TT&E • Reconstitution

9. Devolution Planning (cont’d) • Identify essential functions, define tasks that support those essential functions, and determine the necessary resources to facilitate those functions • Include a roster that identifies equipped and trained personnel who will have the authority to perform essential functions

10. Devolution Planning (cont’d) • Identify what would likely activate or “trigger” the devolutionoption. • Specify how and whendirection and control of an organization’s operations will be transferred • List the necessary resources (i.e., equipment and materials) to facilitate the performance of essential functions at the devolution site

11. Devolution Planning (cont’d) • Establish and maintain reliable processes and procedures for acquiring the resources necessary to continue essential functions and to sustain those operations for extended periods • Establish and maintain a capability to restore or reconstitute an organization’s authorities to their pre-event status upon termination of devolution

12. Devolution of Operations • Phase I: Readiness and Preparedness, includes plan development, TT&E, risk management, etc. • Phase II: Activation and Transfer of Authority, occurs when primary operating facility is incapable of performing Essential Functions; activate the Devolution Plan in accordance with triggers • Phase III: Devolution Operations, which continue until traditional continuity operations or routine operations can be restored • Phase IV: Reconstitution, conducted after the emergency to restore normalcy or “new normal”

13. Reconstitution • The process by which the initial organization’s personnel resumes normal operations from the devolutated operating organization

14. Key Reconstitution Concepts • Reconstitution begins at the start of a continuity event • Identify a Reconstitution Team with leadership, staff, and resources dedicated and separate from existing essential function support • The non-essential personnel augment the essential personnel to begin the process of resuming nonessential functions.

15. Reconstitution Planning • Develop redeployment plans for phasing down continuity operations and supervising the return of operations, personnel, records, and equipment to the primary or other operating facility in a priority-based approach

16. Reconstitution Planning (cont’d) • Detail how the organization will verify operational capability and availability, including systems, communications, essential records, infrastructure, and other required resources, to support all essential functions and operations at the new or restored facility

17. Reconstitution Planning (cont’d) • Identify how the organization will determine which records were affected by the incident and ensure an effective transition or recovery of essential records and databases and other records that had not been designated as essential records

18. Reconstitution Activities • Assess the status of affected facilities • Determine how much time is needed to repair the affected facility or to acquire a new facility • Supervise facility repairs • Notify decision-makers of the status of repairs, including estimates of when the repairs will be completed • Implement a priority-based phased approach to reconstitution

19. Personnel Notification for Reconstitution • The process for notifying personnel to return to work typically mirrors the process used to notify them of continuity plan activation • Timeframe (longer term) • Means of notification (public media, mass notification services)

20. Questions?

21. Webinar Schedule: • DATES TOPICS • March 12 Identifying Essential Functions • March 19 Essential Personnel and Lines of Succession • March 26 Communications • April 2 Alternate Facilities and Vital Records • April 9 Devolution and Reconstitution • April 16 Training, Exercise, and Plan Maintenance

22. To access past presentations, please visit: • https://kyem.ky.gov/programs/Pages/Planning.aspx

23. To request assistance, advice, or schedule consultations, contact: Robert Baldwin KYEM – State Recovery Planner Office: (502) 607-1989 Cell: (502) 226-0153 robert.e.baldwin87.nfg@mail.mil